Disbursements & Travel Services Office

1. Disbursements & Travel Services Office Travel Updates December 13, 2012

2. Mileage Rate Change • Effective January 1, 2013 • .565 cents per mile • September 1, 2012 to December 31, 2012 • .555 cents per mile

3. Travel Agency and Car Rental Agency Background • 82nd Legislature, Senate Bill 5 • SB 5 lifted the requirement that institutions of higher education are required to participate in the state travel program. • UT System and UT Systemwide Travel Council agreed to issue certain request for proposal (RFP) for Systemwide Travel Management Services • The goal to minimize cost, while improving overall service

4. UT Systemwide Travel Council • Travel Council in collaboration with UT System Supply Chain Alliance issued the following RFPs in July: • Travel Agency • Car Rental Agency • Membership • Membership consists of a representative from every institution who is responsible for the institutions travel programs • Each member/institution is authorized one vote • UT System and MD Anderson are authorized two votes each

5. Travel Agency and Car Rental Agency • Objective of the RFP • Explore whether to transition to an alternative arrangement in which UT System Administration and UT System institutions contract with a single preferred supplier to be the exclusive provider for all business travel management services to UT System • Management Fee structure in lieu of per transaction fee

6. Travel Agency and Car Rental Agency (cont.) • UTSA currently represents • 2.42% of all UT Systemwide travel or $896,000 • 1600 domestic transactions and 200 international transactions • Data is based on FY 2011 travel purchases made thru the UTSA contracted travel agencies

7. Travel Agency and Car Rental Agency (cont.) • Seven Travel Agencies Responded • Carlson Wagonlit Travel • Corporate Travel Planners Inc • Subcontractor: Anthony Travel • Frosch International Travel • Subcontractor: Sun Travel • Omega World Travel • Ovation Corporate Travel • Short’s Travel Management, Inc • The Alamo Travel Group

8. Travel Agency and Car Rental Agency (cont.) • The following four agencies were invited to present to Travel Council on October 31st and November 1st in Austin • Corporate Travel Planners Inc • Subcontractor: Anthony Travel • Omega World Travel • Short’s Travel Management, Inc • The Alamo Travel Group

9. Travel Agency and Car Rental Agency (cont.) • Three Car Rental Agencies responded: • Avis/Budget Group • Enterprise/National Holdings • Hertz Corporation • All car rental agencies were invited to present to Travel Council

10. CMO Approval • Presentation made to CMO • CMO approved support of preferred supplier for travel and car rental agencies on December 3, 2012

11. Travel Agency and Car Rental Agency • Travel Council’s vote were as follows: • Travel Agency • Corporate Travel Planners and Anthony Travel • Car Rental Agency • 3-way award to car rental agencies • Avis/Budget • Enterprise/National • Hertz

12. Travel Agency Benefits • Streamlined contract management • Uniform service standard requirements • Travel Agency – Management Fee provides a lower overall cost systemwide • Enhanced Service Requirements • Experienced agents/Designated account managers • Minimal hold time • Familiar with institution’s travel policy • Agents have the ability to view all airlines schedules and fares • Agencies have airline executive desk status for assistance with waivers and fare matching

13. Travel Agency Benefits • Auto enrollment in ISOS • All reservations including domestic can be tracked during emergency situations. • Complies with UT System requirements • Innovative use of technology • Ability to access the Southwest Airlines SWABIZ tool for web fares • Concur on-line travel tool

14. Travel Agency Benefits • Improved Management Reporting • Improved reporting on travel cost • Lost savings and realized savings • Automated notification to travel for unused ticket

15. Car Rental Agency Benefits • Multiple options on rental company, car type and rental locations • Each agency has express service option • Frequent rental rewards • Discounts on international rentals • Free car upgrades and choose your own car options • Additional services • Box trucks • Car Share Programs

16. Travel Agency and Car Rental Agency • Who is affected? • All employees of UT System and The University of Texas Investment Management Company to include: • Students • Guests • Consultants traveling on behalf of UT System • Patient Travel when in the care of a UT Medical Institution • Everyone systemwide will be required to use contracts. • Excludes: • Athletic Travel • Group (students) Travel

17. Implementation Timeline • December 2012 • Vendors have been notified • Contracts are reviewed • UTSA Travel FMOGs and forms are being revised • Mid January 2013 • Anticipate Contracts to be fully executed

18. Implementation Timeline • February 1, 2013 • 90 day implementation process begins at the institution level • April and May • Travel Fairs and training will be scheduled for UTSA community

19. Implementation Timeline • June 1, 2013 • All UT Systemwide travel must be purchased thru • Corporate Travel Planners or • Anthony Travel • All UT Systemwide car rentals must be purchased thru • Avis/Budget • Enterprise/National • Hertz

20. Disbursements & Travel Services Office Questions?